The Paperless Office
– Introduction and Advantages of Digitization
Would you like to benefit from the advantages of digitization, but are exasperated by the many different templates for CI/CD-compliant design of different files?
MacNulis connects every document 1:1 with your company letterhead design with a single click.
It can be used in all common text, table and presentation programs such as iWorks, MS Office, LibreOffice and OpenOffice.
Save paper and effortlessly become a part of the paperless office.
What is the Paperless Office?
Along the entire corporate value chain, regardless of industry or company size, quotes are written, orders placed, order confirmations sent, and invoices created. In the majority of cases, these documents are printed on paper and filed, forwarded, or sent by post as needed. In addition, there are countless e-mails, info letters, presentation documents, minutes, instructions, and file notes, all of which are also printed on paper, thus driving up paper and printing costs.
Indeed paper consumption has increased in companies, even though computers are used in almost every company. Employees still like to print and do so often. The company Viadesk determined through one study that each employee in Germany uses on average 0.68 trees per year to print files and documents. A study conducted by the paper industry calculated an average paper consumption per person in Germany of 244 kilograms of paper per year. According to an article by WeltN24, this is roughly the same amount of paper as one Harry Potter book per day.
The paperless and paper-reduced office use digitization to minimize paper consumption and printing costs. In almost all businesses, from small trades businesses to medium-sized and large companies, computers are integrated into daily work routines. For many companies it is only a small step to digitize processes such as quote and invoice preparation, receiving inspection, processing, forwarding, and archiving and thus to make the processing of documents more effective.
Save on Printing Costs
– Made Easy with the Paperless Office
How high the annual printing costs actually are is often underestimated. According to the market research firm Gartner, printing costs take up 1-3% of corporate profits. The actual measure of printing costs in your company depends on various factors. Printer type, print settings, purchase price, rental and maintenance fees, and the total volume of documents printed all influence the savings potential. You can determine a good, realistic value of the actual printing costs in your company with the cost calculator of the printer trade magazine Druckerchannel.
The results are often surprising. Printing costs can quickly add up to a considerable sum. For example, printing 1000 pages a month on a black-and-white laser printer can cost up to 900 euros a year.
This sum not only reduces profits but also should give us food for thought, considering that according to the European Environmental Paper Network (EEPN), two out of three documents or photocopies that leave the printer every day end up in the trash on the same day.
Digitalization Increases Productivity
If all steps and procedures are carried out on a central interface (the computer with its database and corresponding software) work processes can be made more efficient. Paperless work increases order in everyday office life. Overcrowded desks, chaotic filing systems, hours of searching for a specific document are now a thing of the past thanks to the digital processing of documents in a paperless office.
Digital data and documents are available at all times and can be called up quickly when necessary.
An added advantage: access to the documents is possible for colleagues and superiors at any time, which makes collaboration and communication much easier and saves a lot of time. Saving work time in this way reduces stress, and this time can be used meaningfully elsewhere.
Paperless Work Protects the Environment
According to the WWF – World Wildlife Fund – currently every other second an industrially felled tree is processed into paper. The impact of the paper industry on forests is compounded by the increasing global demand for paper. Whereas in 2005 367 million tons of paper were produced worldwide, the volume in 2015 reached 440 million tons, an increasing trend.
At the same time, many employees want to do more for the environment. In an article from Die Zeit it states that every third office employee in Germany is open to paperless work and would like more support from their superiors. Almost two thirds of those surveyed stated that they are already making independent efforts to minimize their paper consumption in everyday office life.
PDF Documents and Suitable Software are the First Steps Towards a Paperless Office
With the cost reduction, increase in efficiency, and environmentally friendly use of natural resources, the advantages of the paperless office are overwhelming. Many people today assume that sooner or later digital processing will become established in document management. Even with small changes- without complex software, additional apps, or the Cloud- you can take the first step towards a digital office with just one scanner and digital letterhead.